MARK SCHEME for the 2005 question paper ADMINISTRATION
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w w ap eP m e tr .X w MARK SCHEME for the 2005 question paper CAMBRIDGE INTERNATIONAL DIPLOMA IN OFFICE ADMINISTRATION 5243 Office Procedures, maximum mark 100 This mark scheme is published as an aid to teachers and students, to indicate the requirements of the examination. It shows the basis on which Examiners were initially instructed to award marks. They do not indicate the details of the discussions that took place at an Examiners’ meeting before marking began. Any substantial changes to the mark scheme that arose from these discussions will be recorded in the published Report on the Examination. All Examiners are instructed that alternative correct answers and unexpected approaches in candidates’ scripts must be given marks that fairly reflect the relevant knowledge and skills demonstrated. Mark schemes must be read in conjunction with the question papers and the Report on the Examination. • CIE will not enter into discussion or correspondence in connection with these mark schemes. CIE is publishing the mark schemes for the November 2005 question papers for most IGCSE and GCE Advanced Level and Advanced Subsidiary Level syllabuses and some Ordinary Level syllabuses. om .c Cambridge International Diploma Advanced Level s er UNIVERSITY OF CAMBRIDGE INTERNATIONAL EXAMINATIONS 2005 CAMBRIDGE INTERNATIONAL DIPLOMA Advanced Level MARK SCHEME MAXIMUM MARK: 100 PAPER: 5243/A Office Administration (Office Procedures) Page 1 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/A TASK 1 (1.2, 2.1 - 33 marks) List of six suggestions to help prevent fires (18 marks) ACCEPT OTHER SUITABLE ANSWERS Do not smoke in unauthorised areas .. .. .. Do not throw cigarettes into waste paper bins .. .. Ensure that all chemicals for machines are stored appropriately Check electrical wiring regularly .. .. .. .. All inflammable cleaning materials should be stored appropriately Avoid static materials eg carpets .. .. .. .. Regular testing of all electrical equipment .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 3 3 3 3 3 3 3 Notice giving 5 points to inform staff what to do in the event of a fire: (15 marks) ACCEPT OTHER SUITABLE ANSWERS Do not use lift when alarm is sounded .. .. Evacuate the building immediately .. .. Leave personal belongings behind .. .. Do not return to the building until told to do so .. Sound alarm if you are the first person to see the fire .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 3 3 3 3 3 .. .. .. .. .. .. .. .. .. .. 3 3 3 3 3 .. .. .. .. 3 3 Task 2 (1.2, 2.1, 2.2, 3.3 - 18 marks) Six procedures/policies relating to Health and Safety ACCEPT OTHER SUITABLE ANSWERS Fire prevention procedures .. .. .. .. .. Evacuation of building in the event of fire etc .. .. .. No smoking policy .. .. .. .. .. .. Procedures to be followed in the event of an accident .. .. Procedures to be followed when suspicious packages are received .. Employees responsibility for themselves and their colleagues in respect of Health and Safety .. .. .. .. .. Building security procedures eg persons/visitors entering the building © University of Cambridge International Examinations 2005 Page 2 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/A Task 3 (1.1 - 27 marks) Completion of Appointments List: For Mr Bahrani .. Appropriate date .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 1 1 .. .. .. .. .. .. 6 3 3 4 6 3 Correct order and entries onto appointment sheet marks (25 Marks) Hana Meshhadani, personal problem Health and Safety Committee meeting Simon Banks, Personnel Department Peter Greenwood, Telematics .. Visit to Bankfield Factory .. Grange Park Football Club .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. TIME NAME OF PERSON/ORGANISATION REASON FOR APPOINTMENT/MEETING 0900 -1000 hrs Hana Meshhedani, Greenbank Site Personal problem 1000 – 1200 hrs Health and Safety Committee Weekly meeting 1200 – 1300 hrs Simon Banks, Personnel Department Discuss appraisals 1400 – 1600 hrs Peter Greenwood, Telematics Ltd Demonstrate new server 1600 – 1730 hrs Bankfield Factory Accident involving worker 1800 - Grange Park Football Club Annual General Meeting Allow marks to candidates who have given other appropriate times for appointments which have no set time. Appointments which have a set time must be shown at that time. © University of Cambridge International Examinations 2005 Page 3 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/A Task 4 (6.1 – 22 marks) Name 3 documents he may be asked to produce by the authorities as he travels from one country to another (12 marks) Passport .. Visa .. .. Health documents Visitor permit .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 4 4 4 4 .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 2 2 2 2 2 2 2 2 2 Five other arrangements to make before journey starts (10 marks) ACCEPT OTHER SUITABLE ANSWERS Arrange hotel reservations .. .. .. Arrange flights .. .. .. .. .. Contact times back to office .. .. .. Arrange currency .. .. .. .. Prepare itinerary .. .. .. .. Prepare business documents .. .. .. Arrange business meetings .. .. .. Prepare communication systems e.g. laptop .. Arrange for mobile phone to be of use internationally .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. © University of Cambridge International Examinations 2005 2005 CAMBRIDGE INTERNATIONAL DIPLOMA Advanced Level MARK SCHEME MAXIMUM MARK: 100 PAPER: 5243/B Office Administration (Office Procedures) © University of Cambridge International Examinations 2005 Page 1 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/B MARKING TASK 1 (42 marks) Prepare a notice listing five security and safety guidelines, and four stationery storage guidelines. (1.1, 1.2, 2.1, 2.2, 3.1, 3.2, 3.3, 4.2 - 27 marks) Security and safety guidelines, and stationery storage guidelines: STATIONERY STORAGE keep stationery supplies clean, tidy and dry (or, damaged goods waste money) ........... 3 place new stock at the back of the shelf .......................................................................... 3 move old stock to the front of the shelf ............................................................................ 3 accurately enter all issues and receipts on the correct stock record cards ..................... 3 STATIONERY STORAGE AND HEALTH AND SAFETY never store heavy items on high shelves......................................................................... 3 ensure that hazardous materials are stored safely .......................................................... 3 keep inflammable liquids in sealed containers and store in a metal cabinet ................... 3 miscellaneous items, such as pens, etc. should be placed in small boxes on the middle shelf for ease of access, to avoid hazards should fallen or dropped items be left on the floor .................................................................................................................................. 3 do not place miscellaneous items on top of A4 envelopes, etc. (e.g. pulling out an A4 envelope could be hazardous) do not keep large numbers of A4 envelopes - they are bulky and can be awkward to handle in well stocked stationery cupboards ................................................................... 3 do not store bulky items en mass too near the bottom of the cupboard – possible cause of potential injuries due to incorrect bending ................................................................... 3 keep empty wrappers or boxes off the floor..................................................................... 3 SECURITY the last person in the storeroom to lock it when they leave ............................................. 3 keep the storeroom keys in a safe place ......................................................................... 3 © University of Cambridge International Examinations 2005 Page 2 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/B Example of a Notice displayed for impact and clarity. ARE YOU SECURITY, SAFETY AND GOOD PRACTICES AWARE? SECURITY Is the storeroom locked when you leave the room? Are the keys kept in a safe place? CARING FOR YOUR SAFETY Are heavy items stored on low shelves AND the floor free of empty wrappers and boxes? *********** Are hazardous materials stored safely AND inflammable liquids in sealed containers and stored in a metal cabinet? CARING FOR STATIONERY Are supplies kept clean, tidy and dry? Is new stock placed at the back of the shelf? Is old stock at the front of the shelf? Are all issues and receipts accurately entered on stock record cards? Five reasons for using your chosen display techniques. (10 marks) (Reasonable alternatives acceptable). white space used to ‘frame’ the wording.......................................................................... 2 clearly defined sections.................................................................................................... 2 use of white space to emphasise sections ...................................................................... 2 clear and appropriate language ....................................................................................... 2 essential wording displayed to gain interest .................................................................... 2 line variation to create interest, aid understanding and contribute to impact ................... 2 use of headings to break up text...................................................................................... 2 uncluttered display – to avoid confusion and to aid understanding ................................. 2 well displayed text for clarity and interest (including use of ruler, and no ‘crossings through’)........................................................................................................................... 2 Visual impact of the Notice (5 marks) effective (e.g. appropriately and succinctly worded, and effective impact techniques used) ................................................................................................................................ 5 moderately effective (too wordy; weak use of display techniques) .................................. 3 no visual impact (too wordy, illogical, inadequate use of display techniques to have any impact) ............................................................................................................................. 0 © University of Cambridge International Examinations 2005 Page 3 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/B TASK 2 (28 marks) Prepare a checklist containing eight items to monitor the implementation of the guidelines. (1.1, 1.2, 2.1, 3.1, 3.2, 3.3, 4.2 – 28 marks) Layout (7 marks) very easy to use............................................................................................................... 7 moderately easy to use.................................................................................................... 5 lacks clarity ...................................................................................................................... 0 Make sure that the checklist indicates whether or not (8 marks) the item checked/observed was satisfactory ................................................................... 2 feedback was given to staff about individual items.......................................................... 2 action is required.............................................................................................................. 2 action is required by......................................................................................................... 2 The checklist should include: (5 marks) a reference code for each item on the checklist .............................................................. 1 observer’s name .............................................................................................................. 1 observer’s designation ..................................................................................................... 1 provision for observer’s signature .................................................................................... 1 date of observation/assessment ...................................................................................... 1 Eight checklist items (8 marks) item 1 ............................................................................................................................... 1 item 2 ............................................................................................................................... 1 item 3 ............................................................................................................................... 1 item 4 ............................................................................................................................... 1 item 5 ............................................................................................................................... 1 item 6 ............................................................................................................................... 1 item 7 ............................................................................................................................... 1 item 8 ............................................................................................................................... 1 © University of Cambridge International Examinations 2005 Page 4 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/B The following example provides guidelines for marking content of checklist: DATE………………………………… Observer’s name……………………….. Signature…………………………………. CHECKLIST NO:1 Designation………………………………. Item ref No. Item to be checked 1 2 3 4 5 Location of storeroom key Hazardous materials Inflammable liquids Floor Positioning of heavy stationery items Cleanliness and tidiness of supplies New stock at back of shelf Old stock at front of shelf Issues accurately entered Receipts accurately entered 6 7 8 9 10 Satisfactory? Feedback to staff? Yes Yes No No © University of Cambridge International Examinations 2005 Action required /date required by Page 5 Mark Scheme CAMBRIDGE INTERNATIONAL DIPLOMA – 2005 Syllabus 5243/B TASK 3 (30 marks) Four basic rules to follow when drawing up a standard itinerary, (6.1 – 12 marks) at the top of the itinerary it should show dates covered, destination, and name/s of those involved............................................................................................................................ 3 it should cover all travel arrangements (including getting from home to the office to the airport, and return - see below)........................................................................................ 3 arrangements and dates should be listed in date and time order .................................... 3 the 24 hour clock should be used .................................................................................... 3 Give four items of importance to the traveller.(6.1 – 12 marks) time of departure from starting point and time of arrival at destination ............................ 3 train departure times and stations, or flight departure time, flight number, and terminal . 3 train arrival times and stations, or flight arrival time, flight number, and terminal ............ 3 hotel details, e.g. name, address, fax, telephone numbers and e-mail address.............. 3 car hire details, e.g. name, address, fax, telephone numbers and e-mail address ......... 3 When confirming a hotel booking by letter or fax, list six items that should be included. (6.1 – 6 marks) name and firm of the traveller .......................................................................................... 1 dates of stay..................................................................................................................... 1 nights reserved ................................................................................................................ 1 type of room required, e.g. non-smoking, en-suite, etc ................................................... 1 dietary and dining requirements....................................................................................... 1 late arrival ........................................................................................................................ 1 meal or sandwiches on arrival ......................................................................................... 1 early departure................................................................................................................. 1 transport required to and from the airport ........................................................................ 1 method of payment .......................................................................................................... 1 © University of Cambridge International Examinations 2005
